Managing Sales Orders

To learn how to move a sales order thru the possible stages and to submit the order.

Instructions on how to manage a Sales Order

Sales Order can be created from an existing lead or adding a new one via the add sales order button. Sales Order allow you to collect any and all information and change the building details however many times you want to until the customer is ready to sign and pay and submit the order.

Sales Order Creation - Manually

1. In section 1, if you created the sales order from quote, it will retain that information. 
   If creating a new sales order, choose your building style and size from the dropdown. Select the Type of Purchase you wish to continue with for the sales order. If you select New Build, next click Start Designing. If It's Lot Stock, Immediate Sale, or Rental Return next you'll want to click select from inventory and choose which product is available to add to your sales order.
   Keep in mind that all these types of purchases require previous set up in the company of building and WO creation in order to proceed successfully. Learn more about company set up.
    
2. In section 2, add the contact information. If you created the sales order from a lead or quote, it will use that information. Otherwise, you can enter new contact information here and it will save as a new customer for your company.
    
3. In section 3, if you created the sales order from quote, it will retain that information. 
   If creating a new sales order, add the Delivery Information. Enter the customer’s address. Then choose what type of delivery it is, and fill out the respective information for each via the "choose options" button to capture the customer's delivery needs. Also, you'll notice the calculation for the mileage fee, see below for an example of how you can customize the mileage fee calculation. Learn more about location address affecting mileage.
    
   

   Range Calculator: 50 miles from closest sales location to customer

   State A: 8-12 wide: $4.75 per mile 14-16 wide: $5.15 per mile

   State B: 8-12 wide: $5.25 per mile 14-16 wide: $6.95 per mile

    
4. In section 4, if you created the sales order from quote, it will retain that information. 
   If creating a new sales order, you can add and review the payment information. With the option to easily switch between Cash and Rent to Own payments. At this point, you can capture various types of payment and the history will be capture in the payment logs. Each transaction will result in notification to customer and company approved email. How to place company email for notifications.
   • Check Payment: to capture an amount and check number
   • Cash Payment: to capture a cash amount
   • Financed Bank Payment: to capture an amount and bank name
   • Take Card Payment: this is will prompt you to add an amount, then you will be directed to the external payment processor to complete the transaction
   • Send Payment Link: this will allow you to send the payment link directly to customer for them to enter the information directly and make a payment
      
5. In the last section 5, if you created the sales order from quote, it will retain that information.  If creating a new sales order, here you see the sales person information, as an Admin or Order Processing role you can assign any specific user or location to this sales order as needed. If not in those roles, it will take your user profile as the sales person and you'll only be able to select the location(s) that you have access to. Learn more about roles here.
   
   Customer information in this step, is a summary statement showing what the customer is getting. 
   
   Contract and Attachments is where you can upload supporting files, download the contract to PDF, view notes, add notes, or share the url of the Quote. 
    
6. To save your sales order, you can save and close to return to the sales order list or continue directly with signing the contracts. You have the option to download and sign or send the contract to the customer's email for digital signing. (This is thru digital signing directly thru ShedCloud, no third party is being used so the information is secure.) 

Sales Orders

Here is where you'll find the list of all your open sales orders. These sales orders can be submitted or moved to on hold, or you can revert to quote if the sale has fallen thru.

Sales Orders On Hold

This list will show all sales orders that have been placed to the On Hold status.

Sales Orders Unprocessed

This list will show all sales orders that have been submitted by users for review. At this point, Order Processing role will be the only one able to Process the order to move the the Processed list. When the Process button is selected that will generate a linked Work Order for this Sales Order and the Sales Order can be found in the Processed list, and the Work Order will be found in the Customer Care status of Order Confirmation.

Sales Orders Processed

This will show all processed sales orders. In this status you can only view the Sales Order, and upload any notes or files pertaining to this order. 

Change Order Flow
To start a change order, click on the "Unprocess Sales Order" action for the order you need to change. By confirming that action, it will move the sales order back to the unprocessed list and add a new field in the payment section called "Change Order Fee" where you can enter a custom amount. 

When a change order is initiated it will save a copy of the originally signed contract in the files section of the contract under Contract Backups. It will also unlink the Work Order and make it available to use within the New Building status (manufacturing). 
So after the building configuration or floorplan is updated on the sales order, add the correct change order fee amount, save your changes, and then the contracts will need to be signed again to verify this change. 

The information is retained from the original contract, but will updated if you change any information in any section of the sales order. After re-signing the contracts, you can now submit the order again and it will generate a new Work Order with the updated information. 

A Change Order cannot be applied if the Work Order has already been moved to the Verified (manufacturing) status. You would need to change the status back to New Building in order to proceed with a Change Order. 

Invoiced Sales orders

This is a list of all sales orders that have been moved to invoiced.

Closed Sales Order

This is a list of all sales orders that have been moved to closed.

Cancelled Sales Order

This is a list of all sales orders that have been moved to cancelled.